Listed below are all of the meetings this individual has attended and any meetings they are currently registered for. You will scroll down to locate the appropriate meeting. You can also resort so that the most current meeting is on top by double clicking on the begin date. Double click on the appropriate meeting to view their registration.

+

Listed below are all of the meetings this individual has attended and any meetings they are currently registered for. You will scroll down to locate the appropriate meeting. You can also re-sort so that the most current meeting is on top by double clicking on the begin date. Double click on the appropriate meeting to view their registration.

[[Image:Reg_quick_ref1.png]]

[[Image:Reg_quick_ref1.png]]

Line 16:

Line 16:

Status box in this case has an “A” for registrations received over the internet.

Status box in this case has an “A” for registrations received over the internet.

−

Date field: Automatically populates with date of batch. This date also tells the system what rate they qualify for. If you are trying to give someone a lower registration rate (i.e. the earlybird rate, however they sent their information after the deadline) you would need to change this date. This will automatically change the rates.

+

'''Date field:''' Automatically populates with date of batch. This date also tells the system what rate they qualify for. If you are trying to give someone a lower registration rate (i.e. the earlybird rate, however they sent their information after the deadline) you would need to change this date. This will automatically change the rates.

−

Class field: Is the registration category and determines what rate they are charged. ( a listing of all of the registration categories is included in the vocabulary document).

+

'''Class field:''' Is the registration category and determines what rate they are charged. ( a listing of all of the registration categories is included in the vocabulary document).

−

+

'''

−

Purchase Order: This is where the purchase order number is recorded.

+

Purchase Order:''' This is where the purchase order number is recorded.

In order to make any changes you must be in an active batch.

In order to make any changes you must be in an active batch.

+

+

== The payment window ==

[[image:Reg_quick_ref4.png]]

[[image:Reg_quick_ref4.png]]

−

+

−

Payment Screen – Never record over any payment or purchase information listed in first screen. If something is recorded in the first screen, click on “MORE PAYMENTS” and record additional payments. If you make a mistake (i.e. record payment in wrong batch), do not remove payment, click on more payments and record as a negative transaction with the word “ERROR” in the Check/CC field.

+

'''Payment Screen''' – Never record over any payment or purchase information listed in first screen. If something is recorded in the first screen, click on “MORE PAYMENTS” and record additional payments. If you make a mistake (i.e. record payment in wrong batch), do not remove payment, click on more payments and record as a negative transaction with the word “ERROR” in the Check/CC field.

[[image:Reg_quick_ref5.png]]

[[image:Reg_quick_ref5.png]]

Line 37:

Line 39:

Internet record, notice the payment type.

Internet record, notice the payment type.

+

+

+

==The address screen==

[[image:Reg_quick_ref7.png ]]

[[image:Reg_quick_ref7.png ]]

Address screen should be updated based on the information located on the registration form. Title, Company, and address fields have a maximum of 30 characters. Include titles if they have listed this information on their form (abbreviating as needed). Do not put any foreign zip codes in the city field, please put them in the zip field. If you come back and make any changes to the address screen, you must also update the badge screen.

Address screen should be updated based on the information located on the registration form. Title, Company, and address fields have a maximum of 30 characters. Include titles if they have listed this information on their form (abbreviating as needed). Do not put any foreign zip codes in the city field, please put them in the zip field. If you come back and make any changes to the address screen, you must also update the badge screen.

+

+

+

==The "other" screen==

[[image:Reg_quick_ref8.png]]

[[image:Reg_quick_ref8.png]]

−

+

−

The other screen is used for individuals with Special needs and to track records that should be returned to ALA. For individuals with special needs; place a check in the box marked special needs and indicate in the Notes section their request or phone number.

+

'''The other screen''' is used for individuals with Special needs and to track records that should be returned to ALA. For individuals with special needs; place a check in the box marked special needs and indicate in the Notes section their request or phone number.

+

+

+

==The badge screen==

[[image:Reg_quick_ref9.png]]

[[image:Reg_quick_ref9.png]]

−

+

−

Badge screen – This screen is pre-populated with information from the address screen. If changes are made to the address screen after the initial registration, you must review and update the name badge screen as well. This screen includes information they would like printed on their name badge. Company field holds 30 characters. Remove any names from the informal field.

+

'''Badge screen''' – This screen is pre-populated with information from the address screen. If changes are made to the address screen after the initial registration, you must review and update the name badge screen as well. This screen includes information they would like printed on their name badge. Company field holds 30 characters. Remove any names from the informal field.

[[image:Reg_quick_ref10.png ]]

[[image:Reg_quick_ref10.png ]]

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Line 65:

Records received over the web will have a complete name in the informal name field. Otherwise field should be left blank.

Records received over the web will have a complete name in the informal name field. Otherwise field should be left blank.

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==Account info tab-Locating refund information==

[[image:Reg_quick_ref11.png]]

[[image:Reg_quick_ref11.png]]

Important note, if it is a check refund, the date is listed is when the paperwork was processed in accounting. It can take up to 7 additional days to actually issue the check.

Important note, if it is a check refund, the date is listed is when the paperwork was processed in accounting. It can take up to 7 additional days to actually issue the check.

+

==To print an invoice or lasso a confirmation==

[[image:Reg_quick_ref12.png]]

[[image:Reg_quick_ref12.png]]

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Line 82:

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'''To Print An Individual Confirmation:'''

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==='''To Print An Individual Confirmation:'''===

[[image:Reg_quick_ref14.png]]

[[image:Reg_quick_ref14.png]]

Line 88:

Line 101:

Once you have entered all of your numbers, click OK.

Once you have entered all of your numbers, click OK.

−

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==Waitlists==

[[image:Reg_quick_ref17.png]]

[[image:Reg_quick_ref17.png]]

Line 98:

Line 111:

This report will list all individuals and they date they were entered into the database. It is generally the wait list order.

This report will list all individuals and they date they were entered into the database. It is generally the wait list order.

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+

==Purchase order billing==

PURCHASE ORDER BILLING: When individuals send in purchase orders, we must invoice their institution for the payment. It is very important that we get a hard copy of the purchase order. We do not accept purchase order numbers.

PURCHASE ORDER BILLING: When individuals send in purchase orders, we must invoice their institution for the payment. It is very important that we get a hard copy of the purchase order. We do not accept purchase order numbers.

The invoice is created using the excel invoice. You will complete the invoice, using the batch date as your invoice number and make sure to include individual names and member ID numbers. On the bottom of the invoice, you will ask them to return to “Conference registration”. Mail two copies and one is kept with the registration form.

The invoice is created using the excel invoice. You will complete the invoice, using the batch date as your invoice number and make sure to include individual names and member ID numbers. On the bottom of the invoice, you will ask them to return to “Conference registration”. Mail two copies and one is kept with the registration form.

Line 105:

Line 120:

Here is a sample of a purchase order. Remember to put batch number in the upper right corner (listed in red). Customer information should be from the “Bill To” section of the purchase order. Remember to reference the individual(s) names and ALA ID#.

Here is a sample of a purchase order. Remember to put batch number in the upper right corner (listed in red). Customer information should be from the “Bill To” section of the purchase order. Remember to reference the individual(s) names and ALA ID#.

How to locate and view a specific registration record

Listed below are all of the meetings this individual has attended and any meetings they are currently registered for. You will scroll down to locate the appropriate meeting. You can also re-sort so that the most current meeting is on top by double clicking on the begin date. Double click on the appropriate meeting to view their registration.

Demographic screen – is used for Annual and Midwinter only

This is to help you access events more quickly. The entire name of each function will not print due to space constraints. Please use the KM rosters for full event names.

Status box in this case has an “A” for registrations received over the internet.

Date field: Automatically populates with date of batch. This date also tells the system what rate they qualify for. If you are trying to give someone a lower registration rate (i.e. the earlybird rate, however they sent their information after the deadline) you would need to change this date. This will automatically change the rates.

Class field: Is the registration category and determines what rate they are charged. ( a listing of all of the registration categories is included in the vocabulary document).
Purchase Order: This is where the purchase order number is recorded.

In order to make any changes you must be in an active batch.

The payment window

Payment Screen – Never record over any payment or purchase information listed in first screen. If something is recorded in the first screen, click on “MORE PAYMENTS” and record additional payments. If you make a mistake (i.e. record payment in wrong batch), do not remove payment, click on more payments and record as a negative transaction with the word “ERROR” in the Check/CC field.

These are typically internal transaction errors.

Internet record, notice the payment type.

The address screen

Address screen should be updated based on the information located on the registration form. Title, Company, and address fields have a maximum of 30 characters. Include titles if they have listed this information on their form (abbreviating as needed). Do not put any foreign zip codes in the city field, please put them in the zip field. If you come back and make any changes to the address screen, you must also update the badge screen.

The "other" screen

The other screen is used for individuals with Special needs and to track records that should be returned to ALA. For individuals with special needs; place a check in the box marked special needs and indicate in the Notes section their request or phone number.

The badge screen

Badge screen – This screen is pre-populated with information from the address screen. If changes are made to the address screen after the initial registration, you must review and update the name badge screen as well. This screen includes information they would like printed on their name badge. Company field holds 30 characters. Remove any names from the informal field.

Records received over the web will have a complete name in the informal name field. Otherwise field should be left blank.

Account info tab-Locating refund information

Important note, if it is a check refund, the date is listed is when the paperwork was processed in accounting. It can take up to 7 additional days to actually issue the check.

To print an invoice or lasso a confirmation

To print an invoice or lasso a confirmation, click on print, confirmation, and run. You must have your printer set to screen in order to do this.

Once you have copied your information, you can paste it in an email document. You will want to fix it up if it does not paste as an html document.

To Print An Individual Confirmation:

Click on Events at the top of the screen
Click on Generate reports and Confirmation custom
Select Confirmation letter – ALA-ID and run

Type in the event code

Select ID

Type in the ID numbers for which you need to run confirmations, please remember that they must be for the same meeting.
Once you have entered all of your numbers, click OK.

Waitlists

Events on wait list will never have a quantity or price listed. As space becomes available individuals are contacted via email or telephone. The actual order as to where they are on the waiting list is very difficult to determine, however to get an idea as to where they are on the waiting list, and how many individuals are on the list, you can run the following report:

This report will list all individuals and they date they were entered into the database. It is generally the wait list order.

Purchase order billing

PURCHASE ORDER BILLING: When individuals send in purchase orders, we must invoice their institution for the payment. It is very important that we get a hard copy of the purchase order. We do not accept purchase order numbers.
The invoice is created using the excel invoice. You will complete the invoice, using the batch date as your invoice number and make sure to include individual names and member ID numbers. On the bottom of the invoice, you will ask them to return to “Conference registration”. Mail two copies and one is kept with the registration form.

Here is a sample of a purchase order. Remember to put batch number in the upper right corner (listed in red). Customer information should be from the “Bill To” section of the purchase order. Remember to reference the individual(s) names and ALA ID#.

Cancellations and credit letters

PROCESSING CANCELLATIONS/CREDIT LETTERS

All events are canceled and there may be an overpayment in the payment summary box.
Refunds are typically processed within 4 to 6 weeks, however published dates for cancellations is immediately following the conference.